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Team & operations

Probation review reminders from Personio

Probation review automation watches probation end dates in Personio and reminds managers in good time. It books the review meeting, shares the template and chases the outcome until HR has recorded it.

An example of how the studio would build it. No live services are connected.

From a probation end date to a review that actually happens.

  1. Step 01

    Date approaching

    A daily check of Personio finds employees whose probation ends within the agreed notice period.

  2. Step 02

    Manager reminded

    Email the manager from Gmail with the end date, the review template and what to prepare.

  3. Step 03

    Review booked

    Find a time when the manager and employee are both available in Google Calendar, before the end date, and send the invitation.

  4. Step 04

    Outcome chased

    After the meeting, ask the manager to choose passed, extended or another outcome, and remind them until they do.

  5. Step 05

    HR alerted

    Alert HR to any extension or concern, and to any review still open as the end date arrives.

The result

No probation period quietly runs past its end date.

The workflow never records an outcome or sends a letter to the employee: HR does that in Personio. Each review is booked once, and a moved end date updates the meeting instead of creating a second one.

Before we connect it.

Where this is useful

Useful for growing teams in hospitality, retail and offices, where probation periods pass unnoticed and the chance for an honest review is lost. A sensible first version sends the manager reminders and a weekly list to HR, then adds meeting booking once calendars are connected.

What we need to connect

  1. 01Personio API access to employees, managers, start dates and probation end dates.
  2. 02Google Calendar and Gmail access for booking meetings and sending reminders from an HR address.
  3. 03Your review template, how much notice managers need and the outcomes HR wants to track.

What needs careful handling

Managers change and employees take leave during probation, so reminders always go to the current manager and HR can move the review date. Extending probation usually has to be agreed before the original end date and in line with the employment contract, so HR is alerted early when an extension looks likely. Review notes are personal data, so they stay in Personio or an HR folder rather than in emails or calendar descriptions.

Questions people ask.

Can it send the confirmation letter?

It can prepare a draft from your template, but HR should check and send it. Probation outcomes affect someone’s employment, so a person stays in control of what is said and when.

What if the manager is too busy to hold the review?

Reminders continue and HR is told as the end date gets close, so they can step in. The workflow makes the deadline visible, but the conversation still has to happen.

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